BALLYMUN REGENERATION LTD. INSTRUCTIONS TO TENDER FRAMEWORK AGREEMENT FOR PSDP CONSULTANT SERVICE

Transcription

1 BALLYMUN REGENERATION LTD. INSTRUCTIONS TO TENDER FRAMEWORK AGREEMENT FOR PSDP CONSULTANT SERVICE Issue Date: Instructions to Tenderers Page 1 of 9

2 1. INTRODUCTION 1.1 Overview of BRL Ballymun regeneration Ltd( BRL ), the Client, is the Dublin City Council company created to plan and implement a regeneration programme which involves provision of new homes and facilities. More details are available at Description of the Framework Agreement BRL intends to establish a multiple supplier framework agreement under 2 lots for Project Supervisor Design Process ( PSDP ) consultant service. It should be noted that this framework agreement is open to architectural practice, a contractor, a firm of consulting engineers, or a specialist project management group. As a result of this competition, minimum 2 firms for each lot will be appointed to be in a framework agreement with BRL for a period of two years with an option (at BRL s discretion), to extend the framework agreement for a further 2 years, subject to performance measurement and continuous improvement reviews throughout the period of the Framework Agreement. All services commissioned under the Framework Agreement will be awarded on the basis of the Standard Conditions of Engagement for Construction Consultants issued by the Department of Finance. 1.3 The Lots BRL intends to establish 2 different lots under the multiple Framework Agreement. Tenderers can choose either or both lots at their discretion. See Table 1 Lot 1 Type Project: Building Construction Contracts Typical Project Comprises: Development on a brownfield site in an existing urban area. The typical unit numbers range from 20 to 120, including associated landscaping, boundary treatments, foul and surface water and infrastructural works For assessment purposes, please provide fee proposal for scheme of 50 house units as this represents an average scheme size. Lot 2 Type Project: Demolition, Civil and Landscaping Typical Projects Comprise: Demolition - The demolition by mechanical means or by the controlled use of explosives, of existing Four, Eight and Fifteen storey blocks of flats. Some of these incorporate asbestos containing materials. Civil and landscaping provision of roads and services, as well as development of parks and playground etc. For assessment purposes, please provide a fee quotation for an 8 storey spine block to allow for tender comparison. Issue Date: Instructions to Tenderers Page 2 of 9

3 1.4 Description of service Scope of service for all lots 1. General duties of Project Supervisor Design Process [PSDP] as required by S.I. 504 of 2006 ( The Regulations ). 2. Meeting with and advising the client on the client s duties and responsibilities under the Regulations and the Safety, Health & Welfare Act 2005 including providing a written checklist of client s duties, responsibilities and key actions required. 3. Attending Design Team meetings and liaising with Design Team leader, as required, to fulfil the duties of PSDP under the Regulations, recording health & safety issues, and ensuring that particular hazards and risks are addressed in an appropriate manner. 4. Preparation of a brief overall Design Safety Report to be issued to the client (prior to tenders being sought) summarising the risk assessments of all the designers (and the actions arising therefrom) and confirming that safety has been considered at all stages in the design process. 5. Preparation of a Preliminary Health & Safety Plan for the construction of the project. 6. Undertaking regular site inspection to fulfil the duties of PSDP under the Regulations and attendance of each full site meeting. 7. Preparation of a Safety File and issuing that safety file to the client, including written advice to the client on their duties and responsibilities regarding the use and maintenance of that safety file. [The preparation of the safety file will not include the actual preparation of drawings, specifications and construction documentation. Such drawings and documents (e.g. as built drawings etc) will be prepared by the relevant consultant or contractor. The PSDP will be responsible for implementing the standard BRL format, ensuring completeness in the body of document, and the overall content of the safety file. The PSDP will also have the authority to request reasonable information from the relevant consultants and the contractor.] 1.5 Quantity of Work The overall value of next four years (2008 to 2012) expenditure is approx. 285 million Euro, although the volume of work may vary considerably from year to year. However, no amount of work can be guaranteed to be allocated under this framework. BRL reserves the right to procure PSDP consultant services outside of the Framework Agreement at their discretion. 1.6 Stage Payment Procedure Stage/ interim payment invoices should be based on the approved preliminary budget cost until the final approved pre-tender estimate is prepared at tender stage. At this time any variation between the two will be reconciled. Issue Date: Instructions to Tenderers Page 3 of 9

4 1.7 Procurement Process The procurement process shall follow the procedure listed below: Step One Establishment of Framework Agreement (open tender) 1. BRL shall invite to tender for inclusion on a multiple Framework Agreement of PSDP consultant under 2 lots; 2. Tenders are required to submit the following information Completed questionnaire, Economic capacity and Completed Table 1 are to be put in a sealed envelope clearly marked with Envelope A and name of the firm Fee proposals (Table 2) are to be put in a sealed envelope clearly marked with Envelope B and name of the firm. Candidates shall express the fee element of their Tender Fees by filling Table 2. Total fee to be expressed as a percentage as the value of the approved pre-tender estimate. Task stage 1-6 fee proposal to be expressed as a fraction of percentage of total fee, to be charged upon completion of that work stage. Envelope A will be opened first, and the tenders will be assessed mainly for Competence and Resource in accordance with the selection criteria stated in notice. We will then open Envelope B of those qualified, and the assessment process carry out. The first two or three lowest price tender will be included in the Framework Agreement of PSDP consultant. Step Two: Contract Award When future project become available, the individual contract may then be awarded either by 1. Identifying the most economically advantageous tender by reference to the original tenders; or 2. Invite all operators in the framework agreement to tender by submitting the following information: Confirmation of competency to carry out the service, and Confirmation of adequacy of resources to carry out the service. Lump Sum fee quotation, exclusive of VAT All future fee proposals should be submitted in accordance with original tenders at framework agreement establishment stage. Issue Date: Instructions to Tenderers Page 4 of 9

5 2. GENERAL INSTRUCTIONS 2.1 Time and Place for Submission of Tenders The final time, date and place for lodgment of completed tenders is: 12.00pm (noon) on Wednesday 3 rd Oct Ballymun Regeneration Ltd. 3 rd Floor Civic Centre, Main Street Ballymun Marked for the Attention of: Li Qian Envelope to be clearly marked: Tender for Framework Agreement of PSDP consultant Three copies must be provided. Any proposals received after the deadline will not be considered. The onus is on the Tenderers to ensure that a Tender is with the Client by the specified time and date. Proof of dispatch, or faxed, or ed proposals will not be accepted. 2.2 Queries and Clarifications Prior to the receipt of Tenders, any request for information sought by any parties wishing to tender, the response of which may have a particular relevance to all the parties who have expressed an interest in tendering, will be communicated in writing to all the parties by the Contracting Authority. Information supplied by Tenderers in response to this Request for Tenders will be treated as contractually binding. However, BRL reserves the right to seek clarification or verification of any such information. BRL will deal with all reasonable queries and requests for clarification promptly. These should be received no later than ten (10) working days before the closing date for tenders. All additional information generated shall be circulated to all tenderers. Any queries with regard to the Tender Documents should be addressed to: Li Qian at li.qian@dublincity.ie or at Tenderers should note that is the preferred method of communicating queries in relation to this tender competition. No queries will be accepted by telephone unless immediately followed by confirmation. Issue Date: Instructions to Tenderers Page 5 of 9

6 3. TENDER ASSESSMENT 3.1 General The criteria that shall be used to evaluate and assess the tender proposals are detailed below. The contract shall be awarded on the basis of the most economically advantageous tender. 3.2 Tender Submission Details Tenders are required to complete the following information: Completed questionnaire The information should address the headings; be numerically listed in accordance with those Headings in Questionnaire; be in the order listed; be relevant and concise in A4 pages per criterion (font size 11). All headings and sub-headings should be dealt with separately and completely Economic and financial capacity Details of the candidate s annual financial turnover for the last three years. An average turnover in last three years of 100,000 per year is required in order to meet our minimum suitability requirements. Copy of a current tax clearance certificate, or, in the case of a non-national, a statement from the relevant national taxation authority. The original to be produced when required. Evidence of minimum 1,000,000 professional indemnity insurance Completed Table 1 & Table Tender submission requirement Completed questionnaire, Economic capacity and Completed Table 1 are to be put in a sealed envelope clearly marked with Envelope A and name of the firm Fee proposals (Table 2) are to be put in a sealed envelope clearly marked with Envelope B and name of the firm. Candidates shall express the fee element of their Tender Fees by filling Table 2. Total fee to be expressed as a percentage as the value of the approved pre-tender estimate. Task stage 1-6 fee proposal to be expressed as a fraction of percentage of total fee, to be charged upon completion of that work stage. Issue Date: Instructions to Tenderers Page 6 of 9

7 3.4 Tender Assessment Criteria for Competence and Resource only TENDER ASSESSMENT CRITERIA Description Key Areas Weightings Previous experience Examples of work carried out previously as an appointed PSDP relevant to the particular lot applied for. 40% Resource &Capacity Qualification and experience of the personnel who will undertake the duties of PSDP relevant to the particular lot applied for. 40% H&S Management System Demonstrate the ability and capacity to deliver quality H&S service by response to the questionnaire. 20% Issue Date: Instructions to Tenderers Page 7 of 9

8 Table 1 : Two Lots Tenderers can choose either or both lots at their discretion. Tenderers will only be considered for inclusion in the Framework Agreement for the lot which they have ticked and in accordance with the preference. Description Tick if interested Preference (by number) Lot 1 Building construction contracts Lot 2 Demolition, Civil and Landscape contracts Issue Date: Instructions to Tenderers Page 8 of 9

9 Table 2 Fees Total fee to be expressed as a percentage as the value of the approved pre-tender estimate. Task stage 1-6 fee proposal to be expressed as a fraction of percentage of total fee, to be charged upon completion of that work stage. 1. Percentage of Pre-tender estimate to be charged for full service 2. Percentage of fee due upon completion of each stage No Tasks Lot 1: % fees Lot 2:% of fees Meeting with and advising the client 1 on the client s duties and responsibilities under the Regulations and the Safety Attending Design Team meetings and 2 liaising with Design Team leader Preparation of a brief overall Design Safety Report to be issued to the client Preparation of a Preliminary Health & Safety Plan for the construction of the project Attendance of each full site meeting Preparation of a Safety File and issuing that safety file to the client Total 100% 100% Issue Date: Instructions to Tenderers Page 9 of 9